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KENYA ELECTRICITY GENERATING
COMPANY LIMITED
KGN-OLK-80-2013
TENDER FOR PROVISION OF CATERING AND
HOUSE KEEPING SERVICES FOR
GEOTHERMAL DRILLING STAFF FIELD
ACCOMONDATION FACILITIES/CAMPS
(REGISTERED GROUPS OF YOUTH, WOMEN AND
PERSONS WITH DISABILITY)
Kenya Electricity Generating Company Ltd,
Stima Plaza Phase III,
Kolobot Rd, Parklands,
P.O Box 47936 – 00100.
NAIROBI – KENYA.
Website: www.kengen.co.ke
November 2013
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
Facilities/Camps
Table of Contents
Section A: Invitation for Tenders .......................................................................................... 1
Section B: Instructions to Tenderers..................................................................................... 2
Section C: Conditions of Contract ....................................................................................... 14
Section D: Special Conditions of Contract ......................................................................... 19
Section E: Technical Specification, Evaluation Criteria & Price Schedules .................... 20
Section F: Tender Form ....................................................................................................... 31
Section G: Tender Security Form ............................................ Error! Bookmark not defined.
Section H: Mandatory Confidential Business Questionnaire Error! Bookmark not defined.
Section I: Contract Form ..................................................................................................... 37
Section J: Performance Security Form .............................................................................. 39
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SECTION A
INVITATION FOR TENDERS
(REGISTERED GROUPS OF YOUTH, WOMEN AND PERSONS WITH
DISABILITY)
Kenya Electricity Generating Company Limited (KenGen) invites you to submit a sealed tender
for Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field
Accommodation Facilities/Camps in the manner specified in the Tender Document.
Interested firms may obtain further information from, and inspect the Tender Document at the
office of the Supply Chain Manager, Tel: (254) (020) 3666000, Fax: (254) (020) 3666200
Email: pkimemia@kengen.co.ke, gogwang@kengen.co.ke c.c: jtheuri@kengen.co.ke;
camemba@kengen.co.ke
Where the tender document may be collected upon payment of a non-refundable fee of
KShs.1,000.00 paid in cash or through a bankers cheque at any KenGen finance office. The
document can also be viewed and downloaded from the website www.kengen.co.ke, and the
Bidders who download the tender document from the website must forward their particulars
immediately for records and any further tender clarifications and addenda. Downloaded
copies are FREE.
Tenders MUST be accompanied by a Bid Security in the form and amount specified in the
Tender Document, and must be delivered to:
Company Secretary/Legal & Corporate Affairs Director
Kenya Electricity Generating Company Ltd
7th
Floor, Stima Plaza Phase III
Kolobot Road, Parklands
P.O. Box 47936 - 00100
NAIROBI, KENYA
On or before: 4th
December 2013 at 11.00 a.m.
There will be a MANDATORY SITE VISIT on 25th
November 2013 at 10.00 a.m. for bidders
to familiarize themselves with the THREE geothermal areas as stated in the Tender Document.
Tenders will be opened on 4th
December 2013 at 11.30 a.m. in the presence of tenderers'
representatives who choose to attend in the Executive Room, 7th
Floor, Stima Plaza Phase III.
SUPPLY CHAIN MANAGER
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SECTION B
INSTRUCTIONS TO TENDERERS
1. Introduction
Kenya Electricity Generating Company (KenGen) is the leading power producer, generating
about 80% of power consumed in Kenya. On its quest to expand geothermal energy, KenGen
aims at developing 280 MW from Olkaria IV and Olkaria 1 unit IV and V power stations by
2013 and a further 420 MW by the year 2017. This is in line with Government effort to make
power available for the realization of Vision 2030.
The Drilling department is tasked with the role of drilling geothermal wells. Geothermal drilling
projects require that drilling staff stay on site as they work on a 12- hour shift. The drilling crew
needs essential catering and cleaning services which are important for their wellbeing to ensure
enhanced performance at work place during drilling operations.
2. Scope of Work and Obligations.
2.1 Scope of Work
This consists of:
Providing hot, clean, safe and well balanced breakfast, lunch, dinner, midnight tea, ten
and four o’clock tea to drilling operations crew on shift at KenGen’s Geothermal drilling
sites.
Providing Cleaning and Laundry services, Fumigation, Garbage collection and Sanitary
services as well as providing Purified Mineral water for drinking at the Drilling Site as
per specifications in section E below.
The drilling sites shall be located but not limited to Olkaria, Longonot and Eburru areas.
The approximate distances from Naivasha town to these site areas are given under
section E of this Tender Document.
2.2 Obligations of KenGen
KenGen shall provide the Contractor with:
a) Adequate working space at the site.
b) Clean Water.
c) Electricity.
d) One Dining room at the drilling rig site equipped with:
wooden dining table,
twenty stackable chairs e) Two Dining rooms at the Camp site each equipped with:
wooden dining table
twenty stackable chairs f) Two Kitchens at the Camp site each equipped with :
working table
electric cooker
electric fryer
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4-ranger gas cooker
refrigerator
deep freezer
electric oven
water heater
dish washer
2-bowl sink
waste bin
two fire extinguishers
Smoke detectors
g) Personnel shift/stand by Rota.
KenGen will replace or repair its Equipments provided to the Contractor in the event of normal
wear and tear.
2.3 Obligations of the Contractor
The Contractor besides carrying out all obligations to be performed or observed as stipulated in
this Contract, the cost of which is deemed to be included in the Contractors charges for the
Catering and Cleaning services, shall undertake the following:
a) Give an indication of the labor costs (all prices per man/day).
b) Indicate their staff levels from cleaner, housekeeper, waiter, chef(s) to
Supervisor/Manager
c) Provide a description of the work plan (all activities involved in carrying out the Works).
d) Purchase, prepare, transport and serve the drilling crew staff with hot, clean, safe and
well balanced breakfast, lunch, dinner, midnight tea, ten and four o’clock tea at the
drilling sites.
e) Provide all foodstuff, utensils, cutlery, consumables and manpower required to perform
the Works.
f) Provide catering and cleaning staff uniforms.
g) Provide Cleaning Services for all Containerized Offices, Workshops, Dormitories and
Stores at the Drilling Site including their washrooms
h) Provide Laundry services which includes but not limited to Laundering of bed linens,
overalls, towels, curtains at all Drilling Camp Living Quarters (Dormitories)
i) Garbage collection, Fumigation and Sanitary Services as per specifications in section E
below.
j) Provide Purified Mineral water for drinking at the Drilling Site.
k) Supply and install all the required dispensers as per the specifications in section E of this
tender document.
l) In event of failure of KenGen appliances listed in 2.2 f (i-vi), the contractor shall provide
standby kitchen appliances required to perform the works. The contractor will charge day
rates for such appliances until replaced by KenGen.
m) Ensure that KenGen’s equipments as well as the contractors equipment is safe, clean and
in good conditions at all times. (In the event of breakdown of KenGen’s equipment due
to negligence, the Contractor shall replace the equipment at own cost)
n) Observe punctuality at providing all catering and cleaning services.
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2.4 Contractor’s Personnel, Transport and Accommodation
a) Contractor’s Personnel
The Contractor shall provide fully qualified and experienced Personnel to carry out the
Services. As part of their tender, the Tenderer shall provide C.V.’s of personnel they
propose to perform the Contract.
b) Medical Care
The Contractor shall be liable for all medical expenses of their personnel. The successful
Tenderer shall maintain a well stocked First Aid Box on Site at all times.
c) Transport and Accommodation
Transportation of Contractors’ Personnel, goods (food/foodstuff), materials,
consumables, and equipment to and from Site or any other movement that the Contractor
might want to make in order to meet their obligations in this Contract shall be arranged
and paid for by the Contractor, and the cost thereof shall be deemed to be included in the
Contract price and shall not be shown separately.
Olkaria Geothermal Project is located within Hells Gate National Park. The Contractor,
their personnel and agents must adhere to all the Park rules and should be familiar with
these rules. While working at the camp Site, the Contractor shall provide accommodation
for their personnel outside the Olkaria Geothermal Project and outside the Hells Gate
National Park, or away from the camp site if the field being developed is away from
Olkaria.
The Drilling site and the Camp site can be relocated to other areas where KenGen plans
to drill geothermal wells. Such other areas include but not limited to Longonot and
Eburru.
3. Definitions
In this Contract, except where context otherwise requires, the following terms shall be
interpreted as indicated;
“KenGen” means Kenya Electricity Generating Company Limited of Stima Plaza, Kolobot
Road, Parklands, and P.O. BOX 47936 - 00100 GPO, Nairobi, Kenya and includes its legal
representatives, successors or assigns who employs the Contractor to carry out the Works.
“Schedule of Quantities” means the priced and completed Schedule of Quantities forming part
of the tender.
“The Completion Date” means the date of completion of the Works as certified by the
KenGen’s Representative.
“The Contract” means the agreement entered into by KenGen and the Contractor as recorded in
the Agreement Form and signed by the parties.
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“The Contractor” refers to the person or corporate body whose tender to carry out the Works
has been accepted by KenGen.
“The Contractor’s Tender” is the completed tendering document submitted by the Contractor
to KenGen.
“The Contract Price” is the price stated in the Letter of Award.
“Days” are calendar days; “Months” are calendar months.
“A Defect” is any part of the Works not completed in accordance with the Contract.
“Equipment” is the Contractor’s machinery and vehicles brought temporarily to the Site for the
execution of the Works.
“Site” means Drilling site and/or Camp site at Olkaria Geothermal Project, along Moi Southlake
Road, about 40 km from Naivasha where the Works are to be carried out, or any other drilling
site being developed by KenGen as mentioned in clause 2.4 c).
“KenGen’s Representative” is the person appointed by KenGen and notified to the Contractor
for the purpose of supervision of the Works.
“Start Date” is the date when the Contractor shall commence execution of the Works.
“A Subcontractor” is a person or corporate body who has a Contract with the Contractor to
carry out a part of the Work in the Contract, which includes Work on the Site.
“Temporary works” are works designed, constructed, installed, and removed by the Contractor
which are needed for carrying out of the Works.
“The Works” are the Catering and Cleaning Services as specified in this Contract.
4. General
4.1 This Invitation for Tender is open to all tenderers eligible as described in the tender
document. The successful Tenderer shall complete the Works by the Intended
Completion Date specified in the said tender document
4.2 Tenderers shall not be under a declaration of ineligibility for corrupt and fraudulent
practices.
4.3 Tenderers shall include the following information and documents with their tenders,
unless otherwise stated:
(a) Copies of certificates of business registration and details of principal place of
business.
(b) Valid Tax Compliance certificate issued by Kenya Revenue Authority.
(c) Total monetary value of work performed for each of the last three years.
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(d) Experience in works of a similar nature and size for each of the last three years,
and clients who may be contacted for further information on these contracts.
(e) Major items of appropriate equipment owned.
(f) Qualifications and experience of key site management and technical personnel
proposed for the Contract.
(g) Reports on the financial standing of the Tenderer, such as profit and loss
statements and Auditor’s reports for the last two years.
(h) Catering staff Food Handling Licenses.
(i) Pest Control Board License for Pest Control Services.
(j) Relevant NEMA certifications for handling and transporting wastes.
4.4 The Tenderer shall bear all costs associated with the preparation and submission of its
tender and KenGen, will in no case be responsible or liable for those costs, regardless
of the conduct or outcome of the tendering process.
4.5 KenGen will facilitate a SITE VISIT to KenGen Geothermal Project for all
prospective bidders on 25th
November 2013 at 10.00 a.m. The costs of visiting the Site
shall be at the Tenderer’s own expense. KenGen will assist the tenderers with site
related information.
5. Tender Documents
5.1 The complete set of tender documents comprises the documents listed here below and
any addenda issued in accordance with clause 5.4 here below: -
(a) Invitation for Tender
(b) Instructions to Tenderers
(c) Conditions of Contract and Appendix to Conditions of Contract
(d) Technical Specifications
(e) Schedule of Quantities and Prices
(f) Tender Form
(g) Tender Security Form
(h) Performance Security Form
(i) Qualification information
(j) Mandatory Confidential Business Questionnaire
(k) Details of sub-contractors
5.2 The Tenderer is expected to examine all instructions, forms, terms and specifications in
the tender documents. Failure to furnish all information required by the tender
documents or to submit a tender not substantially responsive to the tender documents in
every respect will be at the Tenderer’s risk and may result in rejection of its tender.
5.3 A prospective Tenderer requiring any clarification of the tender documents may notify
KenGen in writing or by facsimile, at the address indicated in the letter of invitation to
tender. KenGen will respond to any request for clarification received earlier than five (5)
days prior to the deadline for submission of tenders. Written copies of KenGen’s
response (including an explanation of the query but without identifying the source of
inquiry) will be sent to all prospective tenderers that have received the tender document.
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5.4 At any time prior to the deadline for submission of tenders, KenGen, for any reason,
whether at its own initiative or in response to a clarification requested by a prospective
Tenderer, may modify the tendering documents by issuing addenda. Any addendum thus
issued shall be part of the tendering documents and shall be communicated in writing or
facsimile to all Prospective Tenderers and will be binding on them. Prospective
Tenderers shall acknowledge receipt of each addendum in writing to KenGen.
5.5 To give Prospective Tenderers reasonable time in which to take an addendum into
account in preparing their tenders, KenGen at its discretion may extend the deadline for
submission of tenders.
6 Preparations of Tenders
6.1 The tender prepared by the Tenderer, as well as all correspondence and documents
relating to the tender exchanged by the Tenderer and KenGen, shall be written in English.
6.2 The Tenderer shall fill in rates and prices for all items of the services described in the
Schedule of Quantities. Tenderers shall fill ALL items in the schedule of Quantities,
failure to which, the tender shall be deemed non-responsive.
6.3 Prices quoted by the Tenderer shall be fixed during the Tenderer’s performance of the
contract and not subject to variation on any account. A tender submitted with an
adjustable price quotation will be treated as non-responsive and will be rejected, pursuant
to Clauses 9.6 and 9.7.
6.4 The unit rates and prices shall be in Kenya Shillings.
6.5 The Tenderer shall furnish, as part of its tender, documents establishing the Tenderer’s
eligibility to tender and its qualifications to perform the contract if its tender is accepted.
6.6 The documentary evidence of the Tenderer’s eligibility to tender shall establish to
KenGen’s satisfaction that the Tenderer, at the time of submission of its tender, is from an
eligible source country.
6.7 The documentary evidence of the Tenderer’s qualifications to perform the contract if its
tender is accepted shall establish to KenGen’s satisfaction that the Tenderer has the
financial, technical, and production capability necessary to perform the contract.
6.8 Tenders shall remain valid for a period of 90 days from the date of submission. A tender
valid for a shorter period shall be considered as non-responsive and shall be rejected by
KenGen. However in exceptional circumstances, KenGen may request that the Tenderers
extend the period of validity for a specified additional period. The request and the
Tenderers’ responses shall be made in writing. The tender security provided under Clause
4 shall also be suitably extended. A Tenderer may refuse the request without forfeiting its
tender security. A Tenderer granting the request will not be required nor permitted to
modify its tender.
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6.9 The Tenderer shall prepare an original and three copies of the tender, clearly marking each
“ORIGINAL TENDER” and “COPY OF TENDER,” as appropriate. In the event of
any discrepancy between them, the original shall govern.
6.10 The original and copies of the tender shall be typed or written in indelible ink and shall
be signed by the Tenderer or a person or persons duly authorized to bind the Tenderer to
the contract. The latter authorization shall be indicated by written power-of-attorney
accompanying the tender. All pages of the tender, except for unamended printed literature,
shall be initialed by the person or persons signing the tender.
6.11 The tender shall have no interlineations, erasures, or overwriting except as necessary to
correct errors made by the Tenderer, in which case such corrections shall be initialed by
the person or persons signing the tender.
7. Tender Security
7.1 The Tenderer shall furnish, as part of its tender, a tender security in the amount of
Kenya Shillings Three Million (Kshs. 3,000,000)
7.2 The tender security is required to protect KenGen against the risk of Tenderer’s conduct
that would warrant the security’s forfeiture, pursuant to Clause 7.7.
7.3 The tender security shall be denominated in Kenya Shillings, and shall be in the form of a
bank guarantee or a bank draft issued by a reputable bank located in Kenya, in the form
provided in the tender documents or another form acceptable to KenGen and valid for one
hundred and twenty (120) days.
7.4 Any tender not secured in accordance with Clauses 7.1 and 7.3 will be rejected by
KenGen as non-responsive, pursuant to clauses 9.6 and 9.7.
7.5 Unsuccessful tenderers’ tender security will be discharged or returned as promptly as
possible but not later than thirty (30) days after the expiry of the period of tender validity
prescribed by KenGen.
7.6 The successful Tenderer’s tender security will be discharged upon the Tenderer signing
the contract, pursuant to Clause 10.7, and furnishing the performance security, pursuant to
Clause 10.8.
7.7 The tender security may be forfeited:
(a) If a Tenderer withdraws its tender during the period of tender validity specified by
KenGen on the Tender Form;
or
(b) In the case of a successful Tenderer, if the Tenderer fails:
(i) To sign the contract in accordance with Clause 10.7
Or
(ii) To furnish performance security in accordance with Clause 10.8.
14. Validity of Tenders
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14.1 Tenders shall remain valid for 90 days or as specified in the tender document after date of
tender opening prescribed by KenGen, pursuant to Clause 19. A tender valid for a shorter
period shall be considered as non-responsive and shall be rejected by KenGen.
14.2 In exceptional circumstances, KenGen may solicit the tenderer’s consent to an extension
of the period of validity. The request and the responses thereto shall be made in writing
(email in PDF format or by facsimile). The tender security provided under Clause 13 shall
also be suitably extended. A tenderer may refuse the request without forfeiting its tender
security. A tenderer granting the request will not be required nor permitted to modify its
tender.
8. Submission of Tenders
8.1 The Tenderer shall seal the original and each copy of the tender in separate envelopes, duly
marking the envelopes as “ORIGINAL” and “COPY.” The envelopes shall then be sealed in
an outer envelope.
8.2 The inner and outer envelopes shall:
(a) Be addressed to:
Company Secretary/Legal & Corporate Affairs Director
Kenya Electricity Generating Company Limited
7th
Floor, Stima Plaza Phase III
Kolobot Road, Parklands
P.O. Box 47936-00100 –NAIROBI
Bear, “TENDER FOR PROVISION OF CATERING AND HOUSE KEEPING SERVICES
FOR GEOTHERMAL DRILLING STAFF FIELD ACCOMMODATION
FACILITIES/CAMPS” And the statement: “DO NOT OPEN BEFORE 4TH
DECEMBER
2013 AT 11.30 A.M.”.
8.3 The inner envelopes shall also indicate the name and address of the Tenderer to enable the
tender to be returned unopened in case it is declared “late”.
8.4 If the outer envelope is not sealed and marked as required by Clause 8.2, KenGen will assume
no responsibility for the tender’s misplacement or premature opening
8.5 The Tenderer shall not submit any alternative offers unless they are specifically required in
the tender documents.
8.6 Only one tender may be submitted by each Tenderer. Any Tenderer who fails to comply with
this requirement will be disqualified.
8.7 Tenders must be received by KenGen at the address specified under Clause 8.2 not later than
4th
December 2013 at 11.00 a.m.
8.8 KenGen may, at its discretion, extend the deadline for submission of tenders by issuing an
amendment in accordance with sub-clause 5.4 in which case all rights and obligations of the
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KenGen and the Tenderers previously subject to the original deadline will thereafter be
subject to the new deadline as extended.
8.9 The Tenderer may modify or withdraw its tender after the tender’s submission, provided that
written notice of the modification, including substitution or withdrawal of the tenders, is
received by KenGen prior to the deadline prescribed for submission of tenders.
8.10 The Tenderer’s modification or withdrawal notice shall be prepared, sealed, marked, and
dispatched in accordance with the provisions of Clauses 8.1, 8.2 and 8.3. A withdrawal notice
may also be sent by cable, but followed by a signed confirmation copy, postmarked no later
than the deadline for submission of tenders.
8.11 No tender may be modified after the deadline for submission of tenders.
8.12 No tender may be withdrawn in the interval between the deadline for submission of tenders
and the expiration of the period of tender validity specified by the Tenderer on the Tender
Form. Withdrawal of a tender during this interval may result in the Tenderer’s forfeiture of
its tender security, pursuant to Clause 7.7
9. Tender Opening and Evaluation
7.8 KenGen will open all tenders in the presence of tenderers’ representatives who choose to
attend on 4th
December 2013 at 11.30 a.m. in the Executive Room, 7th
Floor, Stima Plaza
Phase III, Kolobot Road. The tenderers’ representatives who are present shall sign a register
evidencing their attendance.
9.1 The tenderers’ names, tender modifications or withdrawals, tender prices, discounts, and the
presence or absence of requisite tender security and such other details as KenGen may
consider appropriate at its discretion, will be announced at the opening. Minutes of the tender
opening, including the information disclosed to those present will also be prepared by
KenGen.
9.2 Information relating to the examination, clarification, evaluation and comparison of tenders
and recommendations for the award of the Contract shall not be disclosed to Tenderers or any
other persons not officially concerned with such process until the award to the successful
Tenderer has been announced. Any effort by a Tenderer to influence KenGen’s officials,
processing of tenders or award decisions may result in the rejection of its tender.
9.3 KenGen will examine the tenders to determine whether they are complete, whether any
computational errors have been made, whether required sureties have been furnished, whether
the documents have been properly signed, and whether the tenders are generally in order.
9.4 KenGen may waive any minor informality or non-conformity or irregularity in a tender
which does not constitute a material deviation, provided such waiver does not prejudice or
affect the relative ranking of any Tenderer.
9.5 Prior to the detailed evaluation, pursuant to Clauses 9.11, 9.12, and 9.13, KenGen will
determine the substantial responsiveness of each tender to the tender documents. For
purposes of these paragraphs, a substantially responsive tender is one that conforms to all the
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terms and conditions of the tender documents without material deviations. KenGen’s
determination of a tender’s responsiveness is to be based on the contents of the tender itself
without recourse to extrinsic evidence.
9.6 If a tender is not substantially responsive, it will be rejected by KenGen and may not
subsequently be made responsive by the Tenderer by correction of the nonconformity.
9.7 Tenders determined to be substantially responsive will be checked for any arithmetic errors.
Errors will be corrected as follows:
(a) Where there is a discrepancy between the amount in figures and the amount in
words, the amount in words will prevail; and
(b) Where there is a discrepancy between the unit rate and the line item total resulting
from multiplying the unit rate by the quantity, the unit rate as quoted will prevail,
unless in the opinion of KenGen’s representative, there is an obvious
typographical error, in which case the adjustment will be made to the entry
containing that error.
(c) In the event of a discrepancy between the tender amount as stated in the Form of
Tender and the corrected tender figure in the main summary of the Schedule of
Quantities/Quotation, the amount as stated in the Form of Tender shall prevail
9.8 To assist in the examination, evaluation, and comparison of tenders, KenGen at his
discretion, may request in writing any Tenderer for clarification of the tender, including
breakdowns of unit rates. The request for clarification and the response thereof shall be in
writing or facsimile but no change in the tender price or substance of the tender shall be
sought, offered or permitted.
9.9 Subject to Clause 9.9, no Tenderer shall contact KenGen on any matter relating to its tender,
from the time of the tender opening to the time the contract is awarded. The Tenderer shall
not influence KenGen on any matter relating to its tender from the time of the tender opening
to the time the Contract is awarded. Any effort by the Tenderer to influence KenGen or
KenGen employees in their decision on tender evaluation, tender comparison or Contract
award may result in the rejection of the tender.
9.10 KenGen will evaluate and compare the tenders, which have been determined to be
substantially responsive, pursuant to Clauses 9.6 and 9.7.
9.11 KenGen’s evaluation of a tender will exclude and not take into account any allowance for
price adjustment during the period of execution of the contract, if provided in the tender.
9.12 KenGen’s evaluation of the tender will take into account the following:
a. Compliance to the tender requirements;
b. Compliance to the technical, functional and operational specifications and
requirements;
c. Tender validity of not less than 90 days;
d. Tender price;
e. Qualification information provided in the Mandatory Confidential Business
Questionnaire
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f. Mandatory site visit
g. The lowest evaluated total of all schedule combined together
9.13 Tenderers shall state their tender price in the price schedule outlined in the special conditions
of contract. Tenders will be evaluated on the basis of this price.
10. Award of Contract
10.1 In the absence of pre-qualification, KenGen will determine to its satisfaction
whether the Tenderer that is selected as having submitted the lowest evaluated responsive
tender is qualified to perform the contract satisfactorily.
10.2 The determination will take into account the Tenderer financial, technical, and
production capabilities. It will be based upon an examination of the documentary
evidence of the tenderers qualifications submitted by the Tenderer, as well as such other
information as KenGen deems necessary and appropriate. KenGen shall carry out an
inspection on the Tenderer’s premises (food preparation area) and/or equipment to
ascertain the capability of such Tenderer to perform the works as further detailed in the
Technical Specifications and Price Schedule.
10.3 An affirmative determination will be a prerequisite for award of the contract to
the Tenderer. A negative determination will result in rejection of the Tenderer’s tender,
in which event KenGen will proceed to the next lowest evaluated tender to make a
similar determination of that Tenderer’s capabilities to perform satisfactorily.
10.4 Subject to Clauses 6.4, 9.11, 9.12, 9.13 and 10.5 KenGen will award the contract
to the successful Tenderer whose tender has been determined to be substantially
responsive and has been determined to be the lowest evaluated tender, provided further
that the Tenderer is determined to be qualified to perform the contract satisfactorily.
10.5 Notwithstanding the provisions of clause 10.4 above, KenGen reserves the right
to accept or reject any tender and to cancel the tendering process and reject all tenders at
any time prior to the award of Contract without thereby incurring any liability to the
affected Tenderer or Tenderers or any obligation to inform the affected Tenderer or
Tenderers of the grounds for the action.
10.6 The Tenderer whose tender has been accepted will be notified of the award prior
to expiration of the tender validity period in writing or facsimile. This notification
(hereinafter and in all Contract documents called the “Letter of Award”) will state the
sum (hereinafter and in all Contract documents called the “Contract Price”), which
KenGen will pay the Contractor in consideration of the execution, completion, and
rectifying defects of the Works by the Contractor as prescribed by the Contract. The
notification of award will constitute the formation of the Contract, subject to the tenderer
furnishing the Performance Security and signing the Contract Agreement.
10.7 Following notification of award, KenGen shall invite the successful Tenderer for
Contract negotiations in order to reach an agreement on all points and sign the Contract.
The negotiations shall be held at a place and date to be specified in the invitation letter.
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
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10.8 Within 15 days after the negotiations, the successful Tenderer shall furnish to
KenGen the Performance Security in accordance with the Conditions of Contract, in the
Performance Security Form provided in the tender documents, or in another form
acceptable to KenGen.
10.9 The performance Security shall be in the amount of 10% of the Contract Price.
The proceeds of the performance security shall be payable to KenGen as compensation
for any loss resulting from the Supplier’s failure to complete its obligations under the
Contract.
10.10 The performance security shall be denominated in the currency of the Contract, or
in a freely convertible currency acceptable to KenGen and shall be in the form of a bank
guarantee or an irrevocable letter of credit issued by a reputable bank located in Kenya,
acceptable to KenGen, in the form provided in the tender documents.
10.11 The performance security will be discharged by KenGen and returned to the
tenderer not later than thirty (30) days following the date of completion of the tenderer’s
performance obligations under the Contract, including any warranty obligations, under
the Contract.
10.12 Failure of the successful tenderer to comply with the requirement of Clause 10.7
or Clause 10.8 shall constitute sufficient grounds for the annulment of the award and
forfeiture of the tender security, in which event KenGen may make the award to the next
lowest evaluated tenderer or call for new tenders.
10.13 Upon the successful tenderer’s furnishing of the performance security pursuant to
Clauses 10.8, KenGen will promptly notify each unsuccessful tenderer and will
discharge its tender security, pursuant to Clause 7.5
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Provision of catering services for drilling personnel at Olkaria.
SECTION C
CONDITIONS OF CONTRACT
1. Contract Documents
1.1 The following documents shall constitute the Contract documents and shall be interpreted
in the following order of priority:
1. Agreement
2. Letter of Award
3. Contractor’s Tender
4. Conditions of Contract
5. Specifications
6. Schedule of Quantities and prices
2. KenGen’s Representative’s Decisions
Except where otherwise specifically stated, the KenGen’s Representative will decide
contractual matters between KenGen and the Contractor in the role representing
KenGen.
3. Works, Language and Law of Contract
3.1 The ruling language of the Contract shall be English language and the law governing the
Contract shall be the law of the Republic of Kenya.
3.2 The Contractor shall carry out the Works in accordance with the Contract documents.
The Works may commence on the Start Date and shall be carried out in accordance with
the Program submitted by the Contractor, as updated with the approval of the KenGen’s
Representative, and completed by the Intended Completion Date.
4. Safety and Temporary works
4.1 The Contractor shall be responsible for design of temporary works and shall obtain
approval of third parties to the design of the temporary works where required.
4.2 The Contractor shall be responsible for the safety of all his crew on the Site and may
provide them with the necessary Personal protective Equipment as per KenGen
Representative’s advice.
5. Work Program and Sub-contracting
5.1 Seven days before the commencement of the works, the Contractor shall submit to the
KenGen’s Representative for approval a program showing the general methods,
arrangements, order and timing for all the activities in the Works.
5.2 The Contractor may sub-contract the Works (but only to a maximum of 25 percent of
the Contract Price) with the approval of the KenGen’s Representative. However, he shall
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
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not assign the Contract without the approval of the KenGen in writing. Sub-contracting
shall not alter the Contractor’s obligations.
6. The site
KenGen shall give authority to access any place where work in connection with the
Contract is being carried out or is intended to be carried out.
7. Instructions
The Contractor shall carry out all instructions of the KenGen Representative that are in
accordance with the Contract.
8. Management Meetings
8.1 A Contract management meeting shall be held regularly and attended by KenGen’s
Representative and the Contractor. Its business shall be to review the work progress
and plans for the remaining Work. KenGen Representative shall record the business
of management meetings and provide copies of the record to those attending the
meeting and KenGen. The responsibility of the parties for actions to be taken shall be
decided by KenGen’s Representative either at the management meeting or after the
management meeting and stated in writing to all who attend the meeting.
8.2 Communication between parties shall be effective only when in writing.
9. Defects
a. KenGen’s Representative shall inspect the Works offered by the Contractor and notify the
Contractor of any defects found. Such inspection shall not affect the Contractor’s
responsibilities. Should a defect be found, the cost of making good shall be borne by the
Contractor.
b. KenGen’s Representative shall give notice to the Contractor of any defect before accepting
the works.
10. Schedule of Quantities
The Schedule of Quantities shall contain the works offered by the Contractor. The
Contractor will be paid for the quantity of the Work done at the rates in the Schedule of
Prices for each item. Items against which no rate is entered by the Tenderer will not be
paid for when executed and shall be deemed covered by the rates for other items in the
Schedule of Quantities.
11. Variations
11.1 The Contractor shall provide KenGen’s Representative with a quotation for
carrying out the variations when requested to do so. KenGen’s Representative shall
assess the quotation and shall obtain the necessary authority from KenGen before the
variation is ordered.
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
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11.2 If the Work in the variation corresponds with an item description in the Schedule of
Quantities, the rate in the Schedule of Quantities shall be used to calculate the value
of the variation. If the nature of the Work in the variation does not correspond with
items in the Schedule of Quantities, the quotation by the Contractor shall be in the
form of new rates for the relevant items of Work.
11.3 If the Contractor’s quotation is unreasonable, KenGen’s Representative may order
the variation and make a change to the Contract Price, which shall be based on the
KenGen’s Representative’s own forecast of the effects of the variation on the
Contractor’s costs.
11.4 KenGen reserves the right at the time of contract award and during the Contract
Performance to increase or decrease the quantity of Work originally specified in the
Schedule of Requirements without any change in unit price or other terms and
conditions.
12. Payments and Final Account
12.1 The Contractor shall be paid monthly subject to re-measurement by KenGen’s
Representative of the Work done in the month in question.
12.2 Upon deciding that Works carried out in a particular month are complete, the
Contractor shall submit to the KenGen’s Representative his application for payment.
KenGen’s Representative shall check, adjust if necessary and certify the amount to be
paid to the Contractor within sixty (60) days of receipt of the Contractor’s
application. KenGen shall pay the Contractor the amounts so certified within 60 days
of the date of issue of each Interim Certificate. Each application for payment shall
constitute invoices, statement of account and a copy of the sheet of certification for
food served in the month for which payment is being made.
12.3 The Contractor shall supply the KenGen’s Representative with a detailed final
account of the total amount that the Contractor considers payable under the Contract
after completion of the works. KenGen’s Representative shall certify any final
payment that is due to the Contractor within 60 days of receiving the Contractor’s
account if it is correct and complete. If it is not, KenGen’s Representative shall issue
within 21 days a schedule that states the scope of the corrections or additions that are
necessary. If the final account is still unsatisfactory after it has been resubmitted, the
KenGen’s Representative shall decide on the amount payable to the Contractor and
issue a Final Payment Certificate. KenGen shall pay the Contractor the amount so
certified within 60 days of the issue of the Final Payment Certificate.
13. Security and Insurance of Equipment and Personnel
13.1 The Contractor shall be responsible for and shall take out appropriate cover against,
among other risks, personal injury; loss of or damage to the Works, materials and plant;
and loss of or damage to property.
13.2 The Contractor shall be responsible for the security of their own property at Site.
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
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13.3 The Contractor shall indemnify and keep indemnified KenGen, KenGen employees, KenGen
agents against loss or damage to property or bodily injury sustained by the Contractor or
Contractor’s personnel by reason of any act, omission or neglect of the Contractor, their
personnel or agents whilst performing their duties within the scope of their employment with the
Contractor. This indemnity shall include any loss, damage, injury or any consequential or
indirect loss sustained by KenGen or its employees or agents or third parties lawfully on the Site
by reason of any act or omission or neglect of the Contractor, their personnel or agents.
14. Completion and Taking Over
Upon deciding that the Work is complete the Contractor shall request KenGen’s Representative to
issue a Certificate of Completion of the Works.
15. Termination
15.1 KenGen or the Contractor may terminate the Contract if the other party causes a fundamental
breach of the Contract. These fundamental breaches of Contract shall include, but shall not
be limited to, the following;
(a) The Contractor stops Work without reasonable cause or authority from KenGen’s
Representative;
(b) The Contractor is declared bankrupt or goes into liquidation other than for a
reconstruction or amalgamation;
(c) KenGen’s Representative gives notice that failure to correct a particular defect is a
fundamental breach of Contract and the Contractor fails to correct it within a
reasonable period of time.
15.2 If the Contract is terminated, the Contractor shall stop Work immediately, and leave the Site
within seven (7) days. KenGen’s Representative shall immediately thereafter arrange for a
meeting for the purpose of taking record of the Works executed and materials, goods,
equipment and temporary buildings on Site.
Payment upon Termination KenGen may employ and pay other persons to carry out and
complete the Works and to rectify any defects.
16.1 The Contractor shall, during the execution or after the completion of the Works under this
clause, remove from the Site as and when required within such reasonable time as KenGen’s
Representative may in writing specify, any temporary buildings, plant, machinery,
appliances, goods or materials belonging to him, and in default thereof, KenGen may
(without being responsible for any loss or damage) remove and sell any such property of the
Contractor, holding the proceeds less all costs incurred to the credit of the Contractor
16.2 Until after completion of the Works under this clause, KenGen shall not be bound by any
other provision of this Contract to make any payment to the Contractor, but upon such
completion as aforesaid and the verification within a reasonable time of the accounts thereof
KenGen’s Representative shall certify the amount of expenses properly incurred by KenGen
and, if such amount added to the money paid to the Contractor before such determination
exceeds the total amount which would have been payable on due completion in accordance
with this Contract, the difference shall be a debt payable to KenGen by the Contractor; and if
the said amount added to the said money be less than the said total amount, the difference
shall be a debt payable by KenGen to the Contractor.
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
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16. Corrupt or Fraudulent Practices
KenGen requires that tenderers observe the highest standard of ethics during the
procurement process and execution of contracts. In pursuance of this policy, KenGen:-
(a) Defines, for the purposes of this provision, the terms set forth below as follows:
(i) “Corrupt practice” means the offering, giving, receiving or soliciting of anything of
value to influence the action of a public official in the procurement process or in
contract execution; and
(ii) “Fraudulent practice” means a misrepresentation of facts in order to influence a
procurement process or the execution of a contract to the detriment of KenGen, and
includes collusive practice among tenderers (prior to or after tender submission)
designed to establish tender prices at artificial non-competitive levels and to deprive
KenGen of the benefits of free and open competition;
(b) Will reject a proposal for award if it determines that the tenderer recommended for award
has engaged in corrupt or fraudulent practices in competing for the contract in question;
(b) Will declare a firm ineligible, either indefinitely or for a stated period of time, to be awarded
any contract if it at any time determined that the firm has engaged in corrupt or fraudulent
practices in competing for, or in executing, a contract.
17. Settlement of Disputes
Any dispute arising out of the Contract, which cannot be amicably settled, between the parties
shall be referred by either party to the arbitration and final decision of a person to be agreed
between the parties. Failing agreement to concur in the appointment of an Arbitrator, the
Arbitrator shall be appointed by the chairman of the Chartered Institute of Arbitrators, Kenya
branch, on the request of the applying party
18. Appendix to Conditions of Contract
(a) KenGen’s Representative is:
Geothermal Development Manager, Olkaria Geothermal Project or his representative
Tel: 254 050 50628
(b) The name of the Contract is:
“Provision of Catering and Cleaning and Laundry Services for Drilling Personnel at KenGen
Geothermal Project”
(c) The Works consist of:
Providing catering, cleaning, fumigation, sanitary and laundry service to KenGen drilling
personnel on shift at the drilling Sites and Camp sites.
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Provision of catering services for drilling personnel at Olkaria.
SECTION D
SPECIAL CONDITIONS OF CONTRACT
1. Application
The following Special Conditions of Contract shall supplement the General Conditions of
Contract. Whenever there is a conflict, the provisions herein shall prevail over those in the
General Conditions of Contract.
2. Definitions
The Purchaser is Kenya Electricity Generating Company Limited of Stima Plaza, Kolobot
Road, Parklands, and P.O. BOX 47936 - 00100 GPO, Nairobi. Kenya and includes its legal
representatives, successors or assigns.
3. Inspections and Certification KenGen’s Representative shall inspect the Contractor’s Work and notify the Contractor of
any Defects that are found. Such inspection shall not affect the Contractor’s responsibilities.
KenGen’s Representative may instruct the Contractor to search for a defect and to test any
Work that KenGen’s Representative considers may have a defect. Should the defect be
found, the cost of making good shall be borne by the Contractor. KenGen’s representative
will certify the works and only certified works shall qualify for payment
4. Method of Payment
Payment shall be made in Kenya Shillings within a credit period of 60 days upon receipt of
certified invoices and certificates confirming that the Works has been carried out in
accordance with the contract requirements.
No advance payment request shall be accepted by KenGen.
5. Performance Security The Performance Security shall be in the amount of 10% of the Contract Price.
6. Prices Prices shall be fixed during the Contractor’s performance of the Contract and not subject to
variation on any account.
7. Completion of Works Works shall be completed as per contract which is twenty four (24) months from the contract
date with an option of extension if the contractor has performed to the satisfaction of
KenGen.
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Provision of catering services for drilling personnel at Olkaria.
SECTION E
TECHNICAL SPECIFICATION, EVALUATION CRITERIA & PRICE
SCHEDULES
1. Technical specifications
Staffing i. All staff should be fluent in English and Kiswahili.
ii. The staff should be of high moral integrity and with the relevant testimonials e.g.
Certificate of Good Conduct.
iii. All staff should at all times be in branded uniforms - skirt/pair of trousers and
blouse/shirts i.e. conspicuously labeled.
iv. Staff shall have presentable and suitable footwear for use in their respective areas of
work.
v. The staff to have clean, well maintained uniforms for daily use bearing in mind that
the company hosts high level functions and visitors.
vi. Staff should always be presentable smart and note that staffs who wear dirty and/or
torn uniforms shall be denied entry to the company premises.
vii. The Company reserves the right to request immediate removal of any staff member of
the contractor if in its opinion such staff is no longer desirable. The contractor shall
arrange to immediately replace the staff so removed and advise the company of its
action accordingly.
viii. The company should be informed incase of any staff movements and rotations.
ix. The recommended and generally accepted safety, health and occupational measures
for the staff should be complied with.
x. Deploy adequate number of staff. The company reserves the right to request for
additional staff at contractor’s cost if the number proposed is not adequate.
xi. Staff shall be provided with protective clothing including branded rain coats (when
necessary) gum boots, overalls, boots, hand gloves, face masks and other clothing
recommended by the Occupational Safety and Health Act and the Labour Laws.
xii. Staff shall be on shift basis as Drilling is a 24 hour operation.
1.1 Catering Specification Details
The proposed menu shall contain but not limited to:
Meal Proposed Menu Remarks
Breakfast Tea/Coffee/Milo or Chocolate with
Sausage and toast or
Eggs and Toast or
Eggs and Mandazi
Fruits
Breakfast for both day and night
workers will be served at the camp
between 6.30 – 9.30 am.
10am and 4pm
Teabreak
Tea/Coffee/Milo or Chocolate Day workers to be served at the
drilling Site.
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
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Lunch, Dinner &
Mid-night meals
To have at least one week variety of foods
and food preparation as follows
Protein
Starch
Vegetables
Fruit
Lunch for day workers will be
served at drilling site while night
workers will take lunch at the camp
site between 12.45-2.00 pm
Dinner for both day and night
workers will be served at the camp
between 6.30-9.30 pm
Mid-night tea will be served at the
drilling site to the night workers
Extra
Two types of vegetarian menus
Lunch, dinner and Midnight meal.
1.2 Cleaning Specifications Details
Areas to tender for cleaning services
1.2.1 Rig Site Offices and Accommodation Facilities for KenGen Rig 1 and 2
No Description
1 Workshop
2 Store house
3
Office for Tool Pusher with two beds c/w beddings, toilet and shower, two window type air
conditioning units, two fire extinguishers, book shelves, steel lockers, , desk top computer and laser
jet printer
4
Office for Drilling Engineer with two beds c/w beddings, toilet and shower, two window type air
conditioning units, two fire extinguishers, book shelves, steel lockers, desk lamps, reading lamps,
desk top computer and laser jet printer
5
Office for Directional Drilling Engineer with two beds c/w beddings, toilet and shower, two
window type air conditioning units, two fire extinguishers, book shelves, steel lockers, desk top
computer and laser jet printer
6
Office for Aerated Drilling Engineer with two beds c/w beddings, toilet and shower, two window
type air conditioning units, two fire extinguishers, book shelves, steel lockers, desk top computer
and laser jet printer
7
Office for Maintenance Engineer with two beds c/w beddings, toilet and shower, window type air
conditioning units, two fire extinguishers, book shelves, steel lockers, desk top computer and laser
jet printer
8
Office for Rig Geologist with two beds c/w beddings, toilet and shower, two window type air
conditioning units, two fire extinguishers, book shelves, steel lockers, desk top computer and laser
jet printer
9
Office for Drilling Supervisor with two beds c/w beddings, toilet and shower, two window type air
conditioning units, two fire extinguishers, book shelves, steel lockers, desk top computer and laser
jet printer
10 Dormitory for eight people – with 8 beds c/w beddings, toilet and shower, two window type air
conditioning units, two fire extinguishers, smoke detectors, steel lockers
11 Meeting room/ dining room with smoke detectors, two window type air conditioning units, two fire
extinguishers, white board,, wooden dining table, twenty stackable chairs
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
Facilities/Camps
1.2.2 Rig Site Offices and Accommodation Facilities for KenGen N370 Rig
No Description
1 Workshop
2 Store house
3 Office for Drilling Supervisor with book shelves, steel lockers, desk top computer and laser jet
printer
4 Office for Drilling Superintendent with book shelves, steel lockers, desk top computer and laser jet
printer
5 Office for Maintenance Supervisor with book shelves, steel lockers, desk top computer and laser
jet printer
6 Office for Rig Geologist with book shelves, steel lockers, desk top computer and laser jet printer
7 Meeting room/ dining room with two fire extinguishers, white board, wooden dining table, twenty
stackable chairs
NB: The details captured above are for each drilling rig located at different sites
1.2.3 Rig Base Camp for 3 rigs sharing
Base camp for about 200 people comprising of: -
No Description Quantity
1
Engineers/Superintendents accommodation– each with two bedrooms - 2 beds per
room c/w beddings, toilet and shower, smoke detectors, two window type air
conditioning units, two fire extinguishers, book shelves, steel lockers 2
2
Supervisors/Technicians accommodation – each with two bedrooms - 2 beds per room
c/w beddings, toilet and shower, smoke detectors, two window type air conditioning
units, two fire extinguishers, book shelves, steel lockers 2
3 Workers accommodation – each with 8 beds c/w beddings, toilet and shower, smoke
detectors, two window type air conditioning units, two fire extinguishers, steel lockers 5
4
Geologists/Reservoir Engineers accommodation– each with two bedrooms - 2 beds
per room c/w beddings, toilet and shower, smoke detectors, two window type air
conditioning units, two fire extinguishers, book shelves, steel lockers
1
5
Consultants/Ad hoc Specialists accommodation– each with two bedrooms - 2 beds per
room c/w beddings, toilet and shower, smoke detectors, two window type air
conditioning units, two fire extinguishers, book shelves, steel lockers
1
6
Cementing/Services crew accommodation – each with 8 beds c/w beddings, toilet and
shower, smoke detectors, two window type air conditioning units, two fire
extinguishers, steel lockers
1
6
Dining rooms with smoke detectors, two window type air conditioning units, two fire
extinguishers, white board c/w pen and eraser, wooden dining table, twenty stackable
chairs
2
7
Kitchens with working table, electric cooker, electric fryer, 4-ranger gas cooker,
refrigerator, deep freezer, electric oven, water heater, dish washer, 2-bowl sink, waste
bin, smoke detectors, two window type air conditioning units, two fire extinguishers
2
8 Toilet and shower unit - approximately 6 toilets and 6 showers 1
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
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9
Offices – with smoke detectors, two window type air conditioning units, two fire
extinguishers, 3 desks, 3 swivel chairs, book shelves, steel lockers, desk lamps,
reading lamps, desk top computer and laser jet printer.
3
10 Laundry room c/w heavy duty washing machine and drier 1
11
Camp Manager/Cateress accommodation – each with two bedrooms - 2 beds per room
c/w beddings, toilet and shower, smoke detectors, two window type air conditioning
units, two fire extinguishers, book shelves, steel lockers 1
12
Cement laboratory c/w accessories, desk top computer and laser jet printer, 2 desks, 2
swivel chairs, smoke detectors, two window type air conditioning units, two fire
extinguishers, book shelves, steel lockers 1
Cleaning entails but is not limited to:
1. Cleaning Containerized Offices/Facilities
The floors should be swept and damp mopped once daily using approved detergents.
The floors should always be kept clean and dry
ALL container walls, internally and externally, should be wiped once a week with
detergents approved by the client to remove all marks and stains.
2. All Kitchens
These should be damp mopped, dust floor screed, scrub, apply polish, and machine
buffed with approved detergent daily. They should be kept clean and dry all the time.
Dust, clean and wipe all furniture, fittings, electronics and electric appliances using
approved detergents.
3. All Bathrooms and Toilets
ALL toilet floors should be wiped and mopped, kept dry and disinfected using
approved disinfectants continuously and always kept clean. Scrub, brush and disinfect
the inside and outside toilet bowls under the rim, toilet seat, toilet cover and flush
both the Asian and English type toilet.
Ensure availability of tissue paper and hand towel at all times
Any system failures such as leakages should be reported for prompt repair.
4. Basins, Sinks and Urinals
Scrubbing with suitable detergent and disinfecting twice daily. Disinfect daily all
hand-touch facilities i.e. door handles, wipe mirrors flush and tap handles to be wiped
and polished. Removal of marks noticed and reporting of any leakages always.
5. Provision of Toilet Papers and Fresheners
Supply moth balls, sanitary blocks, self-dispensing air fresheners, liquid hand
washing soap, high quality brilliant white toilet papers and hand tissues throughout
the day and refilling them all the time.
Samples of the toilet paper, hand tissue, hand soap and fresheners should be approved
by the employer.
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
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6. Fumigation, Sanitary Services and Garbage Collection and Management
Fumigation shall be on quarterly basis using the approved chemicals as per the
NEMA & Kenya Pest Control Board Regulations and/or any other law and the
exercise shall be executed in accordance to the laws.
Sanitary services shall entail provision of sanitation bins, emptying, cleaning and
ensuring that they remain odourless throughout. The sanitary bins must be heavy duty
pedal for hands-free sanitary refuse disposal type. The bins should be emptied twice a
month, as and when required.
All Dust Bins/Waste Paper Baskets, Shredders bins and Ashtrays must always be
emptied and cleaned. Ensure the refuse chute and rubbish collection areas are cleaned
at all times.
The Contractor to supply dustbin-lining, polythene bags 1000 gauge in all bins at all
times.
Garbage within all the contracted areas should be collected daily, segregated, weighed
and disposed as per NEMA Regulations. The category of waste emitted from
KenGen Drilling Operations is categorized as
(1) Biodegradable
(2) Hazardous waste
(3) Bottles/Plastics and polythene
(4) Sanitary dressings
(5) Sludge
(6) Oily rag
7. Linen, Towels and Overalls
All bed linen, towels and overalls should be laundered /dry cleaned, disinfected and
pressed once a week.
8. All Equipment, Furniture and Fittings
All desks, chairs and storage units (wooden or metal) should always be cleaned and
polished using the appropriate polish and any stains removed.
Computers, printers, photocopiers, shredders and typewriters should be dusted and
cleaned daily.
All furniture covered with fabric should be shampooed and sanctioned cleaned once a
month. Discoloration and stains removed as and when necessary. Excess water
should be mechanically sucked and chairs dried in readiness for the next day of
business. Care should be taken to ensure that the fabric is not damaged during
cleaning. The contractor will be liable for any damage. Plastic Chairs should always
be kept clean.
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
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9. Doors and Partitions
All doors and doors handles must be cleaned and disinfected daily and polished
once a week.
All door hinges should be oiled regularly when need arises. The oil should be
supplied and applied by the contractor and should be non-staining.
All office partitions should be wiped daily.
10. Curtains, Blinds and Shears
All curtains and blinds, should be laundered/dry cleaned and pressed once a
month but shears will be cleaned fortnightly or as determined by KenGen from
time to time.
11. Exhausting septic tanks
The Contractor should continuously monitor the levels and empty the septic tanks
as and disludge as when need to do so arises.
The Contractor will bear the cost of exhausting and transporting (according to
NEMA requirements) the sludge to the local authority designated sewage
disposal sites.
12. Security Guard Rooms
These should be swept, mopped daily and scrubbed once a week and applicable
wax/polish applied.
Chairs and Tables should also be dusted and wiped daily.
Security Lights and Fire Extinguishers should always be cleaned and wiped all the
time under supervision of KenGen Staff.
13. All Laboratories
They should be cleaned, damp mopped, dust floor screed, scrub, apply polish, and
machine buffed with approved detergent daily under the supervision of KenGen
staff. They should be kept clean and dry throughout.
Cleaning of laboratory apparatus and other equipment under the supervision of
Cementing Technician/in charge.
NOTE: All daily cleaning must be done first thing in the morning by 7.45 a.m. using the
approved detergents.
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
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2 Evaluation Criteria:
Preliminary Evaluation (Yes / No)
No Description of Criteria Yes No
1 Mandatory site (signed form)
2 A copy of Certificate of Incorporation
3 Evidence of Labour law compliance in relation to staff remuneration
4 A copy of workers injuries benefit insurance cover
5 A copy of NSSF & NHIF compliance certificate
6 Environmental Safety and Health Policy
7 A copy of License from Kenya Pest Control Board
8 A copy of Public Health Certificate for Personnel
9 Certificate of good Conduct for Personnel
10 A copy Business Permit
11 Valid Tax Compliance certificate issued by Kenya Revenue Authority
Detailed Evaluation Score Sheet
No Description of Criteria Max. Score
1. Evidence of the relevant NEMA Certificates:
a. License to Handle and Transport Waste(1)
b. License to dispose hazardous waste(1)
c. License to dispose biodegradable waste(1)
d. License to dispose Bottles, Plastic & polythene wastes(1)
e. License to handle sanitary bins and disposal of the waste(1)
f. License to undertake exhauster services(1)
6
2 Physical Facilities
List of detergents, chemicals, pesticide other appropriate consumables related to
the cleaning services offered. Indicate the description and trade names of each
consumable and categorize them as per the nature of service they will be used for.
(4)
Breakdown of machines, equipment/tools related to the services to be provided.
(4)
Personal protective equipment list.(2)
10
3 Experience/Reputation
Tenderers work experience
Below 3 years(1)
3 years (3)
Above(5)
5
4 Supervisors and Managers must have:-
KSCE Certificate;
Certificate of Good Conduct;
Certificate/Diploma in relevant courses such as housekeeping and
communication/managerial skills;
Certificate (1)
Diploma (2)
Three years relevant working experiences (1)
Letter of recommendation from previous area of operation (1).
5
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
Facilities/Camps
5 Submission of Workplan
Number of staff to be deployed in each specific areas of service as provided in the
Bill of Quantities. This shall include their intended wage rate, which shall be in
accordance to the labor law.
a)Minimum wage (0)
b)Above minimum wage (1)
Training Schedule(1)
Supervisor’s daily checklist (2)
Waste handling procedure i.e biodegradable, hazardous, Bottles, Plastic,
polythene and septic wastes (15)
Food Handling Procedures-(10)
Safety measures including emergency or contingency measures in terms of
staffing for any eventuality (3)
Methodology of execution(3)
35
6 Record of poor performance or termination of contract by KenGen on any
previous contracts(0)
Record of very good performance and non Termination by KenGen on any
previous contract (2)
2
7 Adequacy of proposed facilities and Kitchenware 15
8 Availability of transport facilities (attach proof of ownership or Lease) 10
9 Public Health Certificate for Personnel 8
10 Document Presentation (4) 4
Total Score 100%
Tenderers MUST attain the 80% minimum pass mark to be deemed successful.
NB: KenGen will inspect the premises of the successful bidder before Contract negotiations.
3 Price Schedule
Part A: Catering Services
No Item description Units No per
day
Unit Price
(Ksh.)
Sub-Total
(Daily Cost)
(Ksh.)
Total Cost in
Ksh. (2yrs =
730 days)
1 Breakfast persons 200
2 Ten O’clock tea/Coffee/Milo or
chocolate
persons 100
3 Lunch persons 200
4 Dinner persons 200
5 Four O’clock Tea/Coffee/Milo or
Chocolate
persons 100
6 Mid-night Tea/Coffee/Milo or
Chocolate
persons 100
7 Purified Mineral Water per day 20-liter
container
20
Other costs(specify)
Sub-total
Taxes
Total Cost
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
Facilities/Camps
NB: The contractor MUST ensure availability of purified mineral drinking water at the
hot/cold water dispensers at ALL times.
Part B: Cleaning and Laundry Services
No Area of assignment Description of works
(Scope of work)
Cost per
month
(Ksh.)
Total Cost in
Ksh. (2yrs =
24 months)
1. Rig Site Offices and
Accommodation Facilities for
KenGen Rig 1
As per specification and
scope of cleaning works
2 Rig Site Offices and
Accommodation Facilities for
KenGen Rig 2
As per specification and
scope of cleaning works
3 Rig Site Offices and
Accommodation Facilities for
KenGen N370 Rig
As per specification and
scope of cleaning works
4 Rig Base Camp for 3 rigs sharing
As per specification and
scope of cleaning works
5 Laundry services As per specification and
scope of cleaning works
Other costs(specify)
Sub-total(Quarterly )
Taxes
Total (Two Years)
Part C: One off Supplies
No Area of assignment Description of works (Scope of
work)
Qty Unit Price
(Ksh.)
Total Cost
(Ksh.)
1 Rig Site Offices and
Accommodation Facilities
for KenGen Rig 1, Rig 2,
Rig N370 and Base Camp.
Supply and Install Hand Towel
Dispenser (45)
45
2 Supply and install Soap dispensers 45
3 Supply and Install Jumbo size
Tissue dispensers-two
45
4 Supply and Install self/auto
dispensing wall-mounted air
fresheners
45
5 Supply and Install hot/cold water
dispensers
60
Other costs(specify)
Sub-total
Taxes
Total (Two Years)
NB: The contractor MUST ensure availability of the dispensed materials at ALL times.
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
Facilities/Camps
Part D: Sanitary Services
No Location No. of bins required
1 KenGen Rig 1 2
2 KenGen Rig 2 2
3 KenGen Rig N370 2
4 Base Camp 4
Total Number of Bins 10
Other costs(specify)
Sub-total
Taxes
Total (Two Years)
Part E: Fumigation Services
No Area Details Compound area in m2
1 KenGen Rig 1 Approximately
5000 2 KenGen Rig 2
3 KenGen Rig N370
4 Base Camp
Other costs(specify)
Cost per m2
Sub-total(Quarterly )
Taxes
Total Cost (Two Years)
Part F: Charges if Contractors Kitchen Equipment is used
No Equipment Daily Cost (Ksh.)
1. Electric Cooker
2 Electric fryer
3 4-ranger gas cooker
4 Refrigerator
5 Deep freezer
6 Electric oven
Other costs(specify)
Sub-total
Taxes
Total
Part G: Summary
No Part Total Cost (Ksh.)
1. A
2 B
3 C
4 D
5 E
Total, Ksh. (To be transferred to Tender Form)
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
Facilities/Camps
NB:
1. To be deemed responsive, the bidder MUST quote from part A to Part F.
2. The economic consideration will be on the lowest evaluated total in all Schedules
combined for provision of the services within Olkaria.
3. Bidders shall show their MARK UPs in percentage (%) for provision of the same
Services in Longonot and Eburru as follows:
Area Mark up (%)
Longonot
Eburru
4. There will be a MANDATORY site visit for bidders to familiarize themselves with
the Areas. The approximate distances from Naivasha town to these operational areas
are as follows:
i) Naivasha Town to Olkaria I Power Station - 34 km
ii) Naivasha Town to Longonot - 47 km
iii) Naivasha Town to Eburru - 65 km
NB: Geothermal wells will be drilled within a radius of 15 km within a particular
geothermal area.
4 Standard of Performance
The Contractor shall perform the Work and carry out their obligation with due
diligence.
A certified list of the personnel to be served will be provided by KenGen for each
meal in the format below.
Meal_______________ Date______________ Time_________
No Name Staff No. Time Signature
1.
2.
3.
….
Name Designation Signature
KenGen Representative: _______________ _____________ _________
Contractor Representative: _______________ _____________ _________
Authorizing officer: _______________ _____________ _________
Two copies shall be submitted to KenGen; the first copy being submitted together with
monthly invoices for payment.
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Provision of catering services for drilling personnel at Olkaria.
SECTION F
TENDER FORM
To: Kenya Electricity Generating Company Limited,
Stima Plaza Phase III, Kolobot Road, Parklands,
P.O Box 47936-00100,
NAIROBI. Kenya.
Gentlemen and/or Ladies:
1. Having examined the Tender Document, the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to …………………….(description of Works)
in conformity with the said Tender Document for the sum of
..........................................................................................................………………………
(total tender amount in words and figures) or such other sums as may be ascertained in
accordance with the Schedule of Prices attached herewith and made part of this Tender.
2. We undertake, if our Tender is accepted, to carry out the Works in accordance with the
delivery schedule specified in the Schedule of Requirements.
3. If our Tender is accepted, we will obtain the guarantee of a bank in a sum equivalent to
10% percent of the Contract Price for the due performance of the Contract, in the form
prescribed by KenGen.
4. We agree to abide by this Tender for a period of 90 days from the date fixed for Tender
opening under Clause 19 of the Instructions to Tenderers, and it shall remain binding
upon us and may be accepted at any time before the expiration of that period.
5. Until a formal Contract is prepared and executed, this Tender, together with your written
acceptance thereof and your notification of award, shall constitute a binding Contract
between us.
6. We understand that you are not bound to accept the lowest or any tender you may receive.
Dated this ________________ day of ________________ 2013.
[Signature] [In the capacity of]
Duly authorized to sign Tender for and on behalf of
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
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SECTION G
TENDER-SECURING DECLARATION FORM [The Bidder shall complete in this Form in accordance with the instructions indicated]
Date: [insert date (as day, month and year) of Bid Submission] Tender No. [Insert number of
bidding process]
To: Kenya Electricity Generating Company
We, the undersigned, declare that:
1. We understand that, according to your conditions, bids must be supported by a Bid-
Securing Declaration.
2. We accept that we will automatically be suspended from being eligible for bidding in
any contract with the Purchaser for the period of time of [12 months] starting on
[insert date of signing this form], if we are in breach of our obligation(s) under the bid
conditions, because we –
a) Have withdrawn our Bid during the period of bid validity specified by us in the
Bidding Data Sheet; or
b) Having been notified of the acceptance of our Bid by the Purchaser during the
period of bid validity,
(i) Fail or refuse to execute the Contract, if required, or
(ii) Fail or refuse to furnish the Performance Security, in accordance with the
ITT.
3. We understand that this Bid Securing Declaration shall expire if we are not the
successful Bidder, upon the earlier of
(i) Our receipt of a copy of your notification of the name of the successful
Bidder; or
(ii) Thirty days after the expiration of our Tender.
4. We understand that if we are a Joint Venture, the Bid Securing Declaration must be in
the name of the Joint Venture that submits the bid, and the Joint Venture has not been
legally constituted at the time of bidding, the Bid Securing Declaration shall be in the
names of all future partners as named in the letter of intent.
Signed: [insert signature of person whose name and capacity are shown] in the capacity of
[insert legal capacity of person signing the Bid Securing Declaration]
Name: [insert complete name of person signing the Bid Securing Declaration]
Duly authorized to sign the bid for and on behalf of: [insert complete name of Bidder] Dated on …………………. day of ……………., ………………. [Insert date of signing]
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
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MANDATORY CONFIDENTIAL BUSINESS QUESTIONNAIRE
(Must be filled by all applicants or tenderers’ who choose to participate in this tender)
Name of Applicant (S)
………………………………………………………………………………………………….
You are requested to give the particulars in Part 1 and either Part 2 (a), 2 (b) or 2 (c),
whichever applies to your type of business. Part 2 (d) to part 2(i) must be filled.
You are advised that giving wrong or false information on this Form will lead to automatic
disqualification / termination of your business proposal at your cost.
Part 1 – General
Business Name:…………………………………………………..……………..…………..
Certificate of Incorporation / Registration No. ……………………………
Location of business premises: Country ……………………………..……….
Physical address …………………………….Town ………………………….………………
Building………………………………Floor…………………………………………………..
Plot No. ………………………………Street / Road ……..………………….………….……
Postal Address ………………….……Postal / Country Code…………………………………
Telephone No’s …………………………………… Fax No’s. ……………………….………
E-mail address …………………..……………Website……………………………………….
Contact Person (Full Names) …………………………………………………….……………
Direct / Mobile No’s. …………………………………………………………………………..
Title ……………………………… Power of Attorney (Yes / No). If Yes, attach written
document.
Nature of Business (Indicate whether manufacturer, distributor, etc) ………………..……….
(Applicable to Local suppliers only)
Local Authority Trading License No. …………………… Expiry Date ………………
Value Added Tax No.………………………….………………………………………
Value of the largest single assignment you have undertaken to date (US$/KShs) …….………
Was this successfully undertaken? Yes / No. …………………….(If Yes, attach reference)
Name (s) of your banker (s) ………………………………………………………………..…
Branches ………………………………………………. Tel No’s. ……….…………………
Part 2 (a) – Sole Proprietors
Full names …………………………..………………………………..……………………….
Nationality ………………………………………….. Country of Origin …………....………
*Citizenship details…………………………………………………..……..………………….
Company Profile ………………………. (Attach brochures or annual reports in case of
public companies)
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
Facilities/Camps
Part 2 (b) – Partnerships
Give details of partners as follows:
Full Name Nationality Citizenship Details Shares
1
2
3
4
Company Profile ……………………….(Attach brochures)
Part 2 (c) – Registered Company
Private or public …………………………………………….
Company Profile …………(Attach brochures or annual reports in case of public companies)
State the nominal and issued capital of the Company
Nominal KShs ……………………..………………………….
Issued KShs ………………………..………………………….
List of top ten (10) shareholders and distribution of shareholding in the company.
Give details of all directors as follows:-
NOTE: THIS SECTION MUST BE FILLED TO QUALIFY FOR
DOMESTIC PREFERENCE.
Full Name Nationality Citizenship
Details
Percentage of
Shares
Age/Gender
1
2
3
4
Part 2 (d) – Debarment
I/We declare that I/We have not been debarred from any procurement process and shall not
engage in any fraudulent or corrupt acts with regard to this or any other tender by KenGen
and any other public or private institutions.
Full Names ………………………………………Signature………………………………….
Dated this ……………………………………………day of ……………………………2013.
In the capacity of ………………………………………………………………………………
Duly authorized to sign Tender for and on behalf of …………………………………………
Part 2 (e) – Criminal Offence
I/We, (Name (s) of Director (s)):-
a) ……………………………………………………………………….………..
b) …………………………………………………………………………..….…
c) …………………………………………………………………………………
d) …………………………………………………………………………………
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
Facilities/Camps
Have not been convicted of any criminal offence relating to professional conduct or the
making of false statements or misrepresentations as to its qualifications to enter into a
procurement contract within a period of three (3) years preceding the commencement of
procurement proceedings.
Signed……………………………………………………………………………….…………
For and on behalf of M/s ……………………………………………………………………..
In the capacity of ……………………………………………………………………………….
Dated this ……………………………………day of …………………………………….2013.
Suppliers’ / Company’s Official Rubber Stamp ………………………………………………
Part 2 (f) – Conflict of Interest
I/We, the undersigned state that I / We have no conflict of interest in relation to this
procurement:
a) …………………………………………………………………………………
b) …………………………………………………………………………………
c) …………………………………………………………………………………
d) …………………………………………………………………………………
For and on behalf of M/s ………………………………………………………………………
In the capacity of ………………………………………………………………………………
Dated this ……………………………day of …………………………………………….2013
Suppliers’ / Company’s Official Rubber Stamp ………………………………………………
Part 2 (g) – Interest in the Firm:
Is there any person / persons in KenGen or any other public institution who has interest in the
Firm? Yes / No? ……………………….. (Delete as necessary)
Institution Title Signature Date
1
2
3
4
Part 2(h) – Experience
Please list here below similar projects accomplished or companies / clients you have supplied
with similar items or equipments in the last two (2) years.
Company
Name
Country Contract/Order
No.
Value Contact
person
(Full
Names)
address
Cell
phone
No.
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
Facilities/Camps
1
2
3
4
Note: The contact person should be at the level of director.
Part 2(i) – Declaration
I / We, the undersigned state and declare that the above information is correct and that I / We
give Procurement Entity authority to seek any other references concerning my / our company
from whatever sources deemed relevant, e.g. Office of the Registrar of Companies, Bankers,
etc.
Full names ……………………………………………………………………………………
Signature………………………………………………………………………………………
For and on behalf of M/s ………………………………………………………………………
In the capacity of ………………………………………………………………………………
Dated this ……………………………day of …………………………………………….2013.
Suppliers’ / Company’s Official Rubber Stamp ………………………………………………
*Attach proof of citizenship
* Attach certified copies of the following documents:
a) Previous orders from companies supplied before
b) Certificate of Incorporation / Registration
c) Tax Compliance Certificate (for local suppliers)
d) Copy of Bank Statements for the last Six Months/Bank Reference Letter
e) Certificate of Registration in a target group issued by the Ministry of Finance or
Respective County Treasury
*The above documents should be submitted if they are applicable to bidder.
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
Facilities/Camps
SECTION I
CONTRACT FORM
THIS AGREEMENT made the ................. day of ...................................... 2013 between
KenGen of the one part and ................................. (name of Contractor) of
.....................................................(city and country of Contractor) (hereinafter called “the
Contractor”) of the other part:
WHEREAS KenGen invited tenders for certain Works, viz.,................... (description of
Works) and has accepted a tender by the Contractor to carry out those Works in the sum of
............................................................................................................
..........................(Contract Price in words and figures) (hereinafter called “the Contract
Price”).
NOW THIS AGREEMENT WITNESSETH AS FOLLOWS:
1. In this Agreement words and expressions shall have the same meanings as are
respectively assigned to them in the Conditions of Contract.
2. The following document shall be deemed to form and be read and construed as part of
this Agreement, viz.:
(a) The Tender Form and the Price Schedule submitted by the Contractor;
(b) The Technical Specifications, Schedule of Requirements and Prices;
(c) The General Conditions of Contract;
(d) The Special Conditions of Contract; and
(e) KenGen’s Notification of Award.
3. In consideration of the payments to be made by KenGen to the Contractor as
hereinafter mentioned, the Contractor hereby covenants with KenGen to carry out the
Works and to remedy defects therein in conformity in all respects with the provisions
of the Contract
4. KenGen hereby covenants to pay the Contractor in consideration of the Works and the
remedying of defects therein, the Contract Price or such other sum as may become
payable under the provisions of the Contract at the times and in the manner prescribed
by the Contract.
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
Facilities/Camps
IN WITNESS whereof the parties hereto have caused this Agreement to be executed in the
day and year first above written.
Signed and Sealed in the Common Seal of
KenGen in the presence of:
COMPANY SECRETARY )
)
)
)
)
)
)
WITNESS )
Signed and Sealed with the Common Seal of
the Contractor in the presence of:
DIRECTOR )
)
)
)
)
)
)
SECRETARY )
)
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Provision of Catering and House Keeping Services for Geothermal Drilling Staff Field Accommodation
Facilities/Camps
SECTION J
PERFORMANCE SECURITY FORM (To be on the Letterhead of the Bank)
To: Kenya Electricity Generating Company Limited,
Stima Plaza Phase III, Kolobot Road, Parklands,
P.O Box 479360-00100,
NAIROBI. KENYA
WHEREAS ........................................................................................................[name of
Contractor] (hereinafter called “the Contractor”) has undertaken, in pursuance of Contract
No. .......................... dated ...................................................2013 to ................... (description
of Works) (hereinafter called “the Contract”).
AND WHEREAS it has been stipulated by you in the said Contract that the Contractor shall
furnish you with a bank guarantee by a reputable bank for the sum specified therein as
security for compliance with the Contractor’s performance obligations in accordance with the
Contract.
AND WHEREAS we have agreed to give the Contractor a guarantee:
THEREFORE WE hereby affirm that we are Guarantors and responsible to you, on behalf of
the Contractor, up to a total of .................................................................... (amount of
guarantee in words and figures), and we undertake to pay you, upon your first written
demand declaring the Contractor to be in default under the Contract and without cavil or
argument, any sum or sums within the limits of................................................................
(amount in words and figures) as aforesaid, without your needing to prove or to show
grounds or reasons for your demand or the sum specified therein.
This guarantee is valid until the ........................... day of ....................................2013.
Signature and seal of the Guarantors
[Name of bank or financial institution]
[Address]
[Date]
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